In some countries, cash transactions need to be recorded using a sequential number series. This function is used to record such transactions in the Cash Out register in the Cash Book module. When it is selected, the following window appears, by which a new Cash Out record can be created:

A new record is opened in a window entitled 'Cash Out: New'. This means that it has not yet been saved. After amendment if necessary, save the record in the Cash Out register by clicking the [Save] button in the Button Bar and close it using the close box. If a Payment Mode has been entered in the Payment Terms field of the Invoice, this will be transferred to the Cash Out record. Otherwise, a default Payment Mode will be brought in from the Cash Book Settings setting in the Cash Book module. A default Corresponding Mode will also be taken from that setting. If you have not specified any defaults in that setting, you will need to enter Payment and Corresponding Modes to the Cash Out record before you can save it. Alternatively, if you no longer require the Cash Out record, click [Cancel]. In either case, you will be returned to the Purchase Invoice window.

If you check the OK box before saving, this approves the Cash Out record. If you have determined that Nominal Ledger Transactions are to be created from Cash Out records, one will now be raised (this is specified in the Sub System setting in the Nominal Ledger). You will no longer be able to modify the Cash Out record. The Transaction will not include a VAT element even if the Post VAT box in the Cash Book Settings setting has been checked, because VAT will already have been posted from the Purchase Invoice.

The Purchase Invoice must be saved and approved before a Cash Out record can be created.

Cash Out records can be created from Purchase Invoices of all kinds, but if you want them to be created from Cash Notes (Purchase Invoices with Payment Terms of the "Cash" type) only, switch on the Cash Collection option in the Cash Book Settings setting. The Cash Collection option also prevents the creation of more than one Cash Out record from a Purchase Invoice, and prevents the value of the Cash Out record from being changed (i.e. the values of the Invoice and the Cash Out record must be the same).

Please click for full details of the Cash Out window and of the 'Create Collection Cash Out' Maintenance function. This function can be used to create Cash Out records from Purchase Invoices in batches. It will only create Cash Out records from Purchase Invoices that are Cash Notes.

The function requires the Cash Book module to be present.

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